1. UNDP-Global Environmental Finance Unit
Introduction to the Project Cycle & Milestones
Adey Tesfaye
Regional Programme Associate
UNDP) RSC Addis Ababa
Pretoria, South Africa - Oct 7, 2016

2. Setting the Scene
Project Implementation Responsibilities in UNDP-GEF
UNDP-GEF Project Cycle
Reporting Requirements of UNDP & GEF
Financial Management

3. UNDP – GEF Vision and expected outcomes 2014 - 2018
UNDP Vision
Helping countries achieve the simultaneous eradication of poverty and significant reduction of inequalities and exclusion
UNDP – GEF Objective
Assisting Country Offices accessing environmental finance for sustainable Development
Sustainable management of ecosystem goods and services
Sustainable, affordable and accessible energy services
Scaling up climate change adaptation and mitigation
Sustainable management of chemicals and waste
Improved water and ocean governance

5. UNDP-GEF Project Implementation Roles and Responsibilities
UNDP-GEF (NY)
Agreement and Formal delegation of authority to implement the GEF project M&E responsibilities
UNDP-GEF Regional Center – Addis Ababa for Africa
Reporting responsibilities
UNDP South Africa
Department of Energy (DoE)
Project Steering Committee PSC member
DTI, DST, DEA, DHET, SANEDI
PMU
Technical Advisory Committee PSC member
SAWEA, GIZ, DANIDA

6. UNDP-GEF Project Cycle Project Title;
UNDP-GEF Project Cycle Project Title; South Africa Wind Energy Programme (SAWEP II)
Pre-SESP
Project idea
PIF submission
LOE from GEF OFP (Mar 18, 13)
+ Project Identification Form (PIF) (Oct 29, 13)
GEF Council Approval
GEF CEO endorsement
PPG phase stated on
April 24, 2013
ProDoc submission
GEF CEO Approval
'package' prepared, cleared technically and financially –
May 8, 2015
UNDP Approval
Start Date
Prodoc signed
Dec 18, 2015
Inception Workshop
Oct 7, 2016
Project Midterm
Year 2018
Project Closure
Dec 2019
Continuous Monitoring
SESP
TTs
Gender Analysis
Inception Report
PIRs

7. M&E Milestones & Requirements
Inception Workshop
Project Implementation Review (PIR)
Midterm Review
Terminal Evaluation
GEF Tracking Tools
Risk Management

8. Inception Workshop – Timeline
ProDoc signed
Considered the official start of implementation
Project Team recruited
Ideally before Inception Workshop
Inception Workshop held
Within 2 mos of ProDoc signature
Adjustments to Results Framework
(minor, only if necessary)
Continuous monitoring

9. PIR: Project Implementation Review
Annual internal monitoring of project progress toward its development objective and in implementation
What?
Mandatory input: Project Team, UNDP CO, UNDP-GEF RTA
Optional input: GEF OFP, Implementing Partners, Others
Who?
PIR process starts in late May / early June
PIR process ends in October
When?
To comply with GEF reporting requirements
To communicate progress and results
Why?
Online platform
Unique web link for each project
How?

10. PIR: Project Implementation Review
The project is expected to complete first PIR in June 2017
Additional guidance on PIRs is available in separate ppt.

11. Project Midterm Review – Timeline
Prepare MTR ToR before submission of 2nd PIR
Prepare midterm GEF Tracking Tool
Pre-MTR
Engage MTR team
MTR Preparation
MTR Inception report and mission
MTR Implementation
Report drafted, reviewed, finalized
Management Response and follow-up action
Post-MTR Mission
The project is expected conduct MTR- Year 2018

12. Project Midterm Review
What
MTR TOR template available in English, French and Spanish
UNDP-GEF Midterm Review Guidance (2014)
Project Results Framework can be revised in response to MTR findings

13. (4) Project Terminal Evaluation – Timeline
Pre-TE
TE in CO Evaluation Plan
Prepare TE ToR
Prepare terminal GEF Tracking Tool
TE Preparation
Engage TE team TE
Implementation
TE Inception report and mission
Post-TE Mission
Report drafted, reviewed, finalized (English)
TE and mgmt response uploaded to ERC
UNDP IEO reviews TE report, submits it to GEF IEO
(4) Project Terminal Evaluation – Timeline

14. Project Terminal Evaluation
What
TE TOR template available in English, French and Spanish
UNDP-GEF Terminal Evaluation Guidance (2012)
TE Report & Mgmt Response to be uploaded by CO to Evaluation Resource Center (ERC)

15. GEF Tracking Tools What? Why? When? Who? How?
Periodic internal monitoring of project progress toward a set of indicators specific to each GEF Focal Area.
TTs allow the GEF to track progress made by GEF-financed projects toward global targets set out in the GEF results framework.
What?
To comply with GEF reporting requirements
To track our results at the portfolio level
Why?
Baseline TT submitted at CEO Endorsement
Midterm TT prepared before Midterm Review
Terminal TT prepared before Terminal Evaluation
When?
Prepared by Project Team, government partners, or technical consultant
Reviewed and cleared by UNDP-GEF team
Who?
Standard Excel templates for each Focal Area
How?

16. GEF Tracking Tools
Additional guidance on TTs is available in separate ppt.

17. Simple Timeline of M&E Milestones
Project PIMS 5256 South Africa
2017
1st PIR
2018
MTR
Midterm TT
2019 TE
Terminal TT

18. Risk Management Why manage risk in a UNDP-GEF project?
GEF-funded projects are complex and therefore likely to face risks and challenges
Strengthen project and portfolio management (efficiency and effectiveness)

19. FINANCIAL MANAGEMENT

20. FINANCIAL MANAGEMENT
Preparatory (PPG) funds cannot be transferred to the main project
Project Management Cost (PMC) budget can be:
max. 5% of outcomes subtotal for projects above $2 mil of GEF grant
PMC cannot be overspent at all over the project lifetime Project PMC is USD
Miscellaneous and Supplies is kept within 3-5% of the total budget over the lifetime of the project

21. FINANCIAL MANAGEMENT
Authorized changes in TBWP
Major change (amendment) requiring re- submission to the GEF for approval (applies for GEF 5 and GEF 6 projects):
Funds transfer between project outcomes exceeding 10% of the total GEF project grant
Introduction of new budget items or outcomes exceeding
5 % of the total GEF project grant

22. FINANCIAL MANAGEMENT 75100 (F&A) – GMS is paid separately to XB budget
BUDGET LINES NOT ALLOWED, NOT RECOMMENDED:
75100 (F&A) – GMS is paid separately to XB budget
72700 (Hospitality) – use instead
73500 (Reimbursement Costs) - unless approved in prodoc by GEF
BLs starting with …6 – except DIM projects and DPC BL 64398
73100 (Rental and maintenance of premises) – unless approved in prodoc by GEF

23. FINANCIAL MANAGEMENT
Budget revision vis-à-vis GEF requirements
Original budget
Amount disbursed by end of previous year
Latest approved current year budget
Proposed current year budget revision
Justification for changes +/- $5,000
Plan on spending GEF funds by end of project
Use budget revision excel template

24. Budget revision template
Original budget from Prodoc
Budget revisions
GEF Outcome/Atlas Activity
Responsible Party (Implementing Agent)
Fund ID
Donor Name
Atlas Budgetary Account Code
ATLAS Budget Description
Amount (USD) Year 1
Amount (USD) Year 3
Total (USD)
Disbursement till end of 2014 (USD)
A Latest approved budget revision 2015 (USD)
B Proposed budget revision 2015 (USD)
C Difference C = B - A
budget for future year (2016)
budget for future year (2017)
Total expenditure by end of project (USD)
Budget Note
OUTCOME 1: (add title)
(insert as needed
GEF
71200
 Intnl Consult.
100
200
300 1
71300
 Local Consult.
400 2
71600
 Travel 30 60 3
72100
 Contr. s. comp 10 40
72400
 Print. cost
 25 50
74500
 Miscellaneous 20
TOTAL OUTCOME 1
350
520
870
OUTCOME 2: (add title)
62000
 71300
 Local Consult 25 35
71600  45
 72200
 Equip.
 74100
 Profes. Srv.
 74200
 Audiovis. cost
 74500 15
TOTAL OUTCOME 2
150
210
TOTAL
500
580
1080 :

25. THANK YOU For more information please contact us
UNDP –GEF Project support team in Regional Centre Addis Ababa
Adey Tesfaye - - RPA

26. Discussion